What are enquiries?
You can use enquiries to digitally map certain workflows.
The basic principle
The enquirer sends an order to one or more recipients
The order creation process is transparent and traceable
Order fulfilment is visible to all parties involved
All steps are documented
Available enquiry types
Three different enquiry types are currently available:
1. read confirmation
You can confirm that a document has been read.
2. authorisation
You can request authorisations for documents.
3. metadata form
You can request the completion of metadata.
Note: There is a separate, detailed article with practical application examples for each request type.
Where can I find the enquiry function?
You have two options for creating an enquiry:
Option 1: Via the function tab
Select the desired document by left-clicking on it
Select the "Enquiry" function tab above the preview
Click on "Create new enquiry"
Option 2: Via the context menu
Right-click on the desired document
Select "Create enquiry..." from the context menu
End event function
The end event function enables automated actions after a request has been completed.
How does this work?
As soon as an enquiry has been answered, a predefined action is executed automatically
Answering the enquiry serves as a trigger for the next function
Overview of existing requests
Two categories of enquiry
The system distinguishes between two types of enquiry:
My enquiries:
These are requests that you have created yourself
You are the initiator/creator here
To do:
These are requests that you can answer
You are the recipient/responder here
Where can I find the overview?
Open the drop-down menu on the left below your company logo
You will see both categories listed there
Open enquiries are marked with an orange symbol
The number shows you how many open enquiries there are in the respective category
Note: You can be both the initiator and the recipient of your own enquiry. In this case, you will find the enquiry both under "My enquiries" and under "To do".
Logging and visibility of requests
Visibility for users involved
Requests are directly visible to all users involved via the "Request" tab
Involved users are the creator and the recipients of the request
Extended visibility
You can configure the visibility when creating a request:
Option: "The enquiry is visible to everyone who has access to the document"
If you activate this option:
All users who can see the document will also see the enquiry
The enquiry is not only visible to those directly involved
This increases transparency throughout the team
Logging
All requests are logged automatically:
The log entries can be found in the log view of the document
At least the users involved can see the log entries
If extended visibility has been activated, all users with document access can see the log entries
Logging ensures complete traceability
Summary: Enquiries allow you to digitally map workflows with complete transparency and traceability. All steps are documented and can be viewed by the relevant users.